Our client, a hedge fund and family office located in Midtown is seeking an Administrative Assistant to provide support to the office and all teams.
Job Details
Company: Hedge Fund and Family Office
Position: Administrative Assistant
Location: Midtown - 4 to 5 days in the office, up to 1 day remote
Hours: 8:30am-6pm; weekly OT
Bachelor's degree required. (Business related preferred)
Responsibilities:
- Provide administrative support to all teams including c-suite
- Schedule meetings, document organization, scanning, sending packages, assist with invoice management, coordinate travel
- Act as point person for building or service requests
- COI management, maintenance requests, organize cleaning coverage while Housekeeper is out
- Manage guests through group calendar
- Enter names into building visitor portal, handle meeting meals (if needed), greet guests
- Organize Wednesday lunch group orders
- Manage month-end Amex reconciliation for HR and Admin departments
- Light invoice management, coordinating with accounting team for gathering documents and approvals
- Assist HR with recruiting management (organize resumes, schedule meetings, travel, etc.)
- Work closely with HR to upkeep internal Wiki and BambooHR. Manage group calendars, apostille and messenger services, and assist with event planning and ad hoc projects.
- Work closely with Chief Operating Officer to perform Investor Relations admin work (high-level professional communication with investors, assist with monthly performance estimates, general digital document organization, etc.)
- Maintain our internal vendor management software (make sure information is relevant, contracts are current, etc.)
- Coordinate with Office Matron/Housekeeper with ordering kitchen/copy room supplies. Oversight to include checking and replenishing fruit, snacks, beverages and office supplies and making sure office stays tidy.
- Work with IT department and landlord regarding building/space/technology/HVAC problems
Requirements:
- Proficiency in Microsoft Office Suite (Word and Excel a must)
- 3-5 years of administrative experience
- Ability to manage multiple tasks and meet deadlines
- Strong communication skills
- Ability to work both independently and with direction
- Exceptional organizational and time management skills
- Professional demeanor with a can-do, proactive attitude
- Intellectually curious